Administrator & PA to the CE

Administrator & PA to the CE - Job Description

www.shaftesburytheatre.com

Purpose: The Administrator and PA to the CE is responsible for the smooth running of the administrative functions of the Shaftesbury Theatre. They act as the first point of contact for enquiries and the Producers of the current show. They provide administrative and diary support to the Chief Executive with an expectation that they will develop an understanding of the priority areas for the Theatre, and support with communication to both the internal team and the producers. They will work closely with the Operations & HR Coordinator and Events and Marketing Officer, providing cover and support during absences and busy periods.

Duties

Chief Executive Support

-        Act as the Chief Executive’s first point of contact, establishing strong working relationships and effective communication across all teams within Shaftesbury Theatre and externally, often dealing with sensitive information knowledgeably and professionally.

-        Manage the Chief Executive’s diary proactively, prioritising meetings, anticipating work commitments, scheduling and allocating appointments, and booking rooms or setting up Zoom links and meeting and greeting visitors.

-        Establish and maintain an effective network of external contacts to the Shaftesbury Theatre.

-        Process expenses and credit card reconciliations for the Chief Executive

-        Make any necessary arrangements for accommodation, travel and ticket and restaurant bookings for the Chief Executive.

-        Support the Chief Executive on internal communications, ensuring information is shared with other members of staff, and, where appropriate, with the producing company.

-        Organise industry events taking place at the Shaftesbury Theatre

-        Organise and/or work with the producers on show-related events taking place at the Shaftesbury Theatre or elsewhere.

Theatre Administration

-        Minute and disseminate the weekly Senior Management Meetings.

-        To work in close liaison with the Senior Management team in managing and delivering an effective and efficient level of administration.

-        Process expenses and credit card reconciliations for the Operations Director.

-        Be the first point of contact for the Producers for room bookings and hospitality, ensuring information is shared with the appropriate departments.

-        To manage the Company’s diary management software system (Yes Plan) to ensure entries are consistent and correctly formatted.

-        To liaise with the producers of the current show, ensuring that information is shared internally.

-        Liaise with the producers on information and content for the production programme.

-        Oversee any educational or community outreach events undertaken by the theatre.

-        Working as a team with the Operations & HR Coordinator and Marketing & Events Officer to provide support and cover during busy times, or team absence.

Office Administration

-        To provide an efficient and welcoming administrative service to the public, artists, producers and managements visiting and working at the Theatre.

-        To be the first point for all enquiries of an administrative nature.

-        To provide informed and accurate information to the public, in person, on the phone, by letter or electronic communication.

-        To manage all office equipment for the efficient operation of the administration functions.  Ensuring adherence to operational procedures, effective routine maintenance, cleaning and implementation of any agreed programme of replacement.

-        To order stationery, tea, coffee and milk for the offices.

-        To manage all mail, both incoming and outgoing, efficiently to ensure that all correspondence is dealt with appropriately, speedily, and accurately with attention paid to the highest standards of presentation.

General

-        Advocate for the Shaftesbury Theatre, its aims and activities.

-        Be familiar with and abide by all Shaftesbury Theatre Policies including, but not limited to, our Equal Opportunities Policy and Health and Safety Policy.

-        Undertake any other duties as appropriate to the post, and/or as requested by the Senior Management team.

Personal Specification:

Essential

·         Experience of working in an office or administrative environment

·         Fully computer literate including a good working knowledge of Microsoft Office

·         Demonstrably strong administration and organisational skills

·         Excellent attention to detail

·         Strong time management skills

·         Highly discreet, with an understanding of the importance of confidentiality

·         Personable and able to communicate effectively with a wider range of people

·         Proactive and flexible, with a can-do approach

Desirable

·         Experience of Yes Plan or other room booking systems

·         Experience of minuting meetings

·         A friendly, professional manner on the phone, in person and in email/ writing

·         Passion & enthusiasm for theatre

We are Disability Confident Employer

If you're unsure whether you meet all the criteria, we still encourage you to apply. We value potential and enthusiasm, and we’re happy to support you as you learn on the job. Candidates with disabilities are able to apply under the disability confident scheme, which offers interviews to disabled candidates meeting the minimum criteria where operationally possible.

If you have access requirements or need adjustments for any part of the application process, please let us know — we’re happy to help.

We are committed to building a diverse and inclusive workplace. We actively encourage applications from people of all backgrounds, especially those currently underrepresented in the arts sector, including Black, Asian and global majority communities, disabled people, and those from working-class backgrounds.